empowering information professionals: a training...

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TH/2006/CI/002

Empowering Information Professionals:

A Training Programme on Information and

Communication Technology

This training programme is intended for people working in libraries and information

centers. The nine-module programme aims to provide them with the knowledge and skills

they need to deal with the application of ICTs in library and information services. It is

also intended for students and teachers of Library and Information Science.

The package was developed by the UNESCO Asia and Pacific Regional Office with

funding from the Japanese Fund in Trust for Communication and Information.

The nine modules are:

• Module 1 - Introduction to Information and Communication Technologies

• Module 2 - Introduction to Library Automation

• Module 3 - Information Seeking in an Electronic Environment

• Module 4 – Creation and Management of Databases Using CDS/ISIS

• Module 5 - The Internet as an Information Resource

• Module 6 - Web Page Concept and Design: Getting a Web Page Up and Running

• Module 7 - Library Management and Promotion

• Module 8 - Digital Libraries and Open Access

• Module 9 - Intellectual Property Rights in the Digital Age

All the Modules have a Teacher's Guide and a Student’s Text.

UNESCO BANGKOKBangkok, Thailand

2006

I. UNESCO Bangkok. II. Large, Andrew. Editor. III. Japanese Funds in Trust.

Bangkok, 2006.

IV. Title.

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Module 2

Introduction to Library Automation

Teacher’s Guide

Table of Contents

General Guidelines 4

Introductory Note

Rationale

Content of the Training Programme

Prerequisites

Materials and Equipment

Teaching Tips for Face-to-Face Instruction

Module Evaluation

Typographical Conventions

Overview of Module 9

Learning Outcomes

Schedule

Module Outline

Grading Policy

List of Activities

Assessment

Reading/Reference List

Glossary

The Lessons

Lesson 1 19

Lesson 2 34

Evaluation Form 46

Accompanying Materials

Powerpoint Slides

Student’s Text

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Empowering Information Professionals :



General Guidelines for Teachers

Introductory Note Library schools are now changing their curricula to produce graduates who are prepared

for the changing service requirements in libraries. The majority of practitioners, however,

graduated before the advent of the Information Age or studied in schools that did not

teach ICTs for various reasons. This group of practitioners is now finding itself

unprepared for the new demands of the profession. This Training Programme is in

response to this identified need.

People working in libraries and information centers are the primary target group of the

Training Programme. It is intended to provide them with the knowledge and skills to deal

with the application of ICTs to library and information services. It is also intended for use

by teachers of students in library schools and of personnel in library and information

centers. The Package has been developed by the UNESCO Asia and Pacific Regional

Office with funding from the Japanese Funds in Trust for Communication and

Information.

Rationale In 1961, Marion Harper Jr. wrote, “To manage a business well is to manage its future;

and to manage the future is to manage information.”1 Less than 25 years later, John

Naisbitt, in discussing the ten megatrends in his opinion were happening in the US, said

“None is more subtle, yet more explosive, I think than this first, the megashift from an

industrial to an information society.”2 According to Naisbitt, “In 1950, only 17 percent

of us worked in information jobs. Now more than 60 percent of us work with information

as programmers, teachers, clerks, secretaries, accountants, stock brokers, managers,

insurance people, bureaucrats, lawyers, bankers and technicians.” He groups librarians

among professional workers who “are almost all information workers…”3 Today, society

is in the “Information Age,” an age where information is power.

1 Harper, Marion Jr. 1961. “New profession to aid management,” Journal of Marketing, January, p. 1

2 John Naisbitt entitled Megatrends : Ten new directions transforming our lives (New York, N.Y. : Warner

Books, 1982), p11 3 Ibid, p. 14-15

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Content of the Training Programme The Training Program contains nine Modules:










All the Modules have a Teacher's Guide and a Student’s Text. The Teacher's Guide

should not be distributed to the students.

Teacher’s Guide Student’s Text

The Teacher’s Guide includes the

following:

• General Guidelines

• Introductory Note

• Rationale

• Content of the Training Programme

• Prerequisites

• Materials and Equipment

• Teaching Tips for Face-to-Face

Instruction

• Module Evaluation

• Typographical Conventions

• Overview of Module

• Learning Outcomes

• Schedule

• Module Outline

• Grading Policy

• List of Activities

• Assessment

• Reading/Reference List

• Glossary

• Lessons

• Evaluation Form

• Accompanying Materials

• PowerPoint Slides

• Student’s Text

The Student’s Text contains the following:



• Rationale


• Prerequisites




• Schedule

• Module Outline

• Grading Policy

• Lessons


• References and Recommended

Readings

• Glossary

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Prerequisites

• Module 1. The student must have a genuine interest in understanding the impact of

new information technologies on the practice of Library and Information Science.

• Modules 2 - 9. The student must have finished Module 1


The teacher and the students must have the facilities and technical support required to

carry out the course. They must have CD-ROM drives and online access to the Internet.

The teacher must be knowledgeable and skilled in using computers, the Internet, CD-

ROMs and a variety of software and other electronic resources. Copies of the core

materials could be downloaded and printed out if desired.

• Teacher’s guide

• Student’s Guide

• Hands-on exercises

• Computer system

o Recommended:

� CPU—Intel Celeron D336 or Intel Pentium 506 (2.66)LGA 775 or higher

� Memory—512 MB PC400 DDR

� Hard Drive—WD 40GB 7200RPM

� CD-ROM/DVD drive (52x CD-ROM combo drive or 52 DVD combo drive)

� Monitor—15-17” CRT or LG EZ 17” Flatron

� Modem—56 k or DSL or Cable

� AVR—500 w

� Printer—Laser

o Minimum

� Pentium IV Processor

� 128 MB RAM

• Operating system software ( Windows 98 with all the updates or Windows XP Service

Pack2/XP Professional)

• Application software MS Office 2000

• Other applications (Acrobat Reader, Multimedia Flash Reader)

• Internet access

o If dial-up: modem card, phone and Internet Service provider.

o If DSL: integrated LAN card and Internet Service provider.

o Internet Cafes and other service centers.

• Communication Tools. Asynchronous communication by e-mail, discussion groups

and synchronous communication such as chat tools and virtual conference will be

used as needed and whenever possible. Video will not be used due to possible

limitations in access capabilities of some students.

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Teaching Tips for Face-to-Face Instruction

• Speak slowly and clearly to ensure that students can follow you – this is especially

important if some or all the students do not have English as their first language.

• Do not read your lecture notes verbatim. This is a sure way of losing your students’

attention.

• Always show an interest in what you are teaching.

• The Modules have been carefully planned, with exercises and discussions as well as

lectures. Try to follow the schedule as set out in the Module.

• Try to use examples as often as possible to explain concepts. If the examples are

taken from the students’ own countries or regions, so much the better.

• Try to keep within the daily timetable recommended for the Module – if you get

behind in one lesson it may be difficult to make up time in a later lesson. Avoid

extending the class beyond the time period allotted.

• Be prepared to use back-up materials if for any reason the computer will not function

during a lesson.

• Try to answer all questions from students, but if you do not know the answer to a

question it is better to admit it than to try and bluff.

• Make sure that all equipment needed for a lesson is working properly before the

lesson begins – things can often go wrong!

• Be ready to stay behind for a few minutes after each lesson to answer questions that

students may have but that they did not wish to ask in class.

Module Evaluation At the end of the Module, ask your students to evaluate it. The evaluation of the Module

by the students is meant to help you improve your teaching and should be seen in this

light rather than as a criticism of yourself. Make use of it to do an even better job next

time. The evaluation form is found after the last lesson of each Module

Typographical conventions The following conventions are used through out the Module.

Course Guide

General introduction to the Module

��

Course Objectives

General introduction to the learning outcomes of the Module

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Note

General note to the teacher and additional information

Tip

Teaching tips and supplemental materials

Activity

Activity for the students

Assessment

Questions/activities to measure learning

End of General Guidelines

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Module 2

An Introduction to Library Automation

Teacher’s Guide

Overview

This is the Teacher’s Guide for Module 2 of Empowering Information

Professionals: A Training Programme on Information and

Communication Technology. Module 2 is an introduction to library

automation.

Module 2 covers the basic concepts of library automation. It is not a prerequisite to the

succeeding Modules.

��

Learning Outcomes

The goal of this Module is to provide the practicing librarian with

the skills and knowledge needed to make intelligent decisions in

automating library operations and services.

By the end of the Module, students should:

1. Understand the scope of library automation

2. Be aware of existing automated library/information systems

3. Be aware of factors that must be considered in planning and implementing ICT

applications in libraries and information centers.

Schedule

Day Lessons

1-2 Lesson 1: What is library automation?

3 Lesson 2. What factors must be considered in planning and implementing

library automation?

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Module Outline Lesson 1. What is Library Automation?

Scope

• What is library automation?

• What are the benefits and difficulties of

library automation?

• What is an integrated library system?

• What are the general features and

functional modules of an integrated

library system?

• What are some examples of ALS?

• What is the role of standards in library

automation and resource sharing?

Objectives

At the end of the lesson, students should be

able to:

• Define library automation.

• Identify the benefits and difficulties of

library automation.

• Define integrated library systems.

• Describe the general features and basic


library system.

• Identify some off-the-shelf and open

source ALS.

• Understand the role of standards in

library automation and resource

sharing.

Lesson 2. What factors must be considered in planning and implementing Library

Automation?

Scope

� What factors must be considered in

planning for library automation?


planning and implementing library

automation?

� What are the difficulties in

implementing an integrated library

system?

Objectives

At the end of this lesson, students should

be able to:

� Appreciate the importance of planning.

� Identify factors that must be considered

in planning and implementing library

automation.

� Identify potential problems in planning

and implementing library automation.

Grading Policy

A score of 40 points is needed to pass the Module. The breakdown of the points for the

Module assessment is as follows:

Lessons Points

Lesson 1: What is Library Automation? 30

Lesson 2. What factors must be considered in planning and implementing

library automation?

20

Total 50

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List of Activities

Lesson 1

Module 2

Lesson 1

Activity 2.1.1

To learn more about the features of ILS visit the following sites:

• www.itcompany.com/inforetriever/sys.htm

• www.librarysupportstaff.com/4automate.html

• en.wikipedia.org/wiki/Integrated_library_system

Module 2

Lesson 1

Activity 2.1.2

For more information about the MARC standard and UNIMARC visit the

following sites:

� http://lcweb.loc.gov/marc/marc.html

� http://www.ifla.org/VI/3/p1996-1/unimarc.htm

Module 2

Lesson 1

Activity 2.1.3

To know more about Z39.50 read the article “Z 39.50. Part 1 – An

Overview” in Biblio Tech Review: http://www.biblio-

tech.com/html/z39_50.html

Module 2

Lesson 1

Activity 2.1.4

View some OPACs on the Web by visiting homepages of university

libraries and linking to their web catalogs. These pages may also be good

sources of MARC records.

To view a home grown WebOPAC visit: http://rizal.lib.admu.edu.ph

You can also view a consolidated catalog for three libraries at this site as

well as portions of the library catalog for the special collections.

To view a catalog running on an open source system go to:

http://ccfls.org/catalog/search.html

http://www.itcompany.com/inforetriever/sys.htm

http://www.librarysupportstaff.com/4automate.html

http://lcweb.loc.gov/marc/marc.html

http://www.ifla.org/VI/3/p1996-1/unimarc.htm

http://www.biblio-tech.com/html/z39_50.html



http://rizal.lib.admu.edu.ph


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Module 2

Lesson 1

Activity 2.1.5

The basic modules are cataloguing, OPAC and circulation. To find out

about other modules go to:

• AcqWeb's Guide to Automated Library Systems, Library Software,

Hardware and Consulting Companies.

http://acqweb.library.vanderbilt.edu/pubr/opac.html

• Integrated Library System Reports: Vendors information.

http://www.ilsr.com/search2.cfm

Module 2

Lesson 1

Activity 2.1.6

To view a home-grown serials WebOPAC visit: http://rizal.lib.admu.edu.ph

and look for the link to the WebOPAC.

Module 2

Lesson 1

Activity 2.1.7

Visit the following sites for descriptions of big and small systems.



Module 2

Lesson 1

Activity 2.1.8

Visit the following sites for descriptions and examples of open source

systems as well as of libraries using them.

• Koha: www.koha.org

• Oss4lib open source system for libraries. www.oss4lib.org

• To see an opac using open source. http://ccfls.org/catalog/search.html

• phpMyLibrary: http://www.phpmylibrary.org

• for a discussion go to Open Source Integrated Library Systems An

Overview: http://www.anchil.org/users/eric/oss4ils.htm

For the library system WEBLIS which is based on CDS/ISIS access.

http://portal.unesco.org/ci/en/ev.php-

URL_ID=16840&URL_DO=DO_TOPIC&URL_SECTION=201.html






http://www.koha.org

http://www.oss4lib.org


http://www.phpmylibrary.org

http://www.anchil.org/users/eric/oss4ils.htm

http://portal.unesco.org/ci/en/ev.php-URL_ID=16840&URL_DO=DO_TOPIC&URL_SECTION=201.html


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Module 2

Lesson 1

Activity 2.1.9

• Visit the following sites for a discussion of the future of ILS.

http://www.libraryjournal.com/article/CA302408.html

• Visit the following site for a discussion of some issues in sharing

integrated library systems.

http://www.dpi.wi.gov/pld/sharing.html

Lesson 2

Module 2

Lesson 2

Activity2.2.1

Visit the following sites for sample plans.

http://dlis.dos.state.fl.us/bld/Library_Tech/Autoplan.htm

http://www.documentorsconsultants.com/txtplan%20for%20automation.ht

m

http://www.ilsr.com/leading.htm

Module 2

Lesson 2

Activity2.2.2

Visit the following sites for descriptions and evaluation of ILS.



Module 2

Lesson 2

Activity 2.2.3

Visit the following sites for sample RFPs.

http://www.ilsr.com/sample.htm

http://www.webdevelopersjournal.com/columns/writerfp.html

Module 2

Lesson 2

Activity2.2.4

Visit the following sites to view and evaluate some open source systems.

www.oss4lib.org/readings/oss4lib-getting-started.php

www.emilda.org/

www.manageability.org/blog/stuff/how-to-evaluate-open-source-

library/viewlibrary.rider.edu/scholarly/ecorrado/il2004/

http://library.rider.edu/scholarly/ecorrado/il2004/ossfeatures.html










http://www.oss4lib.org/readings/oss4lib-getting-started.php

http://www.emilda.org

http://www.manageability.org/blog/stuff/how-to-evaluate-open-source-library/viewlibrary.rider.edu/scholarly/ecorrado/il2004




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Module 2

Lesson 2

Activity 2.2.5

Visit the web site http://www.greenstone.org. for a description of

Greenstone.

Assessment

Lesson 1

Module 2

Lesson 1

Assessment 2.1

Answer the following (10 points each):

1. What is the impact of library automation on you as an information

professional?

2. What is the impact of automation on your library?

3. Name some standards for library automation and discuss their

importance.

Lesson2

Module 2

Lesson 2

Assessment 2.2


• What is an RFP and what is its function in selecting a library system?

• Would you recommend an open-source system for your library? Why?

Reference/ Reading List

Module 2

1. Cohn, J. M. & Kelsey, A. L. 1996. Planning for Automation and Use of

New Technology in Libraries.

http://web.simmons.edu/~chen/nit/NIT'96/96-065-Cohn.html

2. Harrassowitz. Electronic Journals: A Selected Resource Guide.

http://www.harrassowitz.de/top_resources/ejresguide.html

3. IFLA. 1996. Universal Bibliographic Control and International MARC

Core Programme. http://www.ifla.org/VI/3/p1996-1/unimarc.htm

4. Integrated Library System Reports. Sample Request for Proposals

http://www.greenstone.org

http://web.simmons.edu/~chen/nit/NIT



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(RFPs) and Request for Information (RFIs) for library automation

projects. http://www.ilsr.com/sample.htm

5. Integrated Library System Reports: Vendors info.


6. Kirby, C. & Wagner, A. The Ideal Procurement Process: The Vendor's

Perspective. http://www.ilsr.com/vendor.htm

7. Library of Congress. MARC Standards.


8. Library of Congress. Z39.50 Gateway to Library Catalogs.

http://lcweb.loc.gov/z3950/gateway.html

9. Library of Congress. Z39.50 Maintenance Agency Page.

http://www.loc.gov/z3950/agency/

10. McNamara, C. Strategic Planning.

http://www.mapnp.org/library/plan_dec/str_plan/str_plan.htm

11. McNamara, C. Basic Overview of Various Strategic Planning Models.

http://www.mapnp.org/library/plan_dec/str_plan/models.htm

12. Millard, M. Tips and Hints on Library Automation and Automated

Library Systems. http://www.ilsr.com/hints.htm

13. National School Boards Foundation. Education Leadership Toolkit.

Planning: Creating a Vision. http://www.nsba.org/sbot/toolkit/cav.html

13. Planning and Evaluating Library Automation Systems.


14. Sample RFP. Library HQ. http://www.libraryhq.com/rfp.doc

15. SUNY Library Automation Migration RFP. State University of New

York. Integrated Library Management System. Request for Proposals.

http://ublib.buffalo.edu/libraries/units/cts/ctsplus/sunyrfp.html

16. Swets & Zeitlinger Swetsnet . http://www.swetsnet.com

17. University of Arizona Library. Vision & Mission Statements.

http://www.library.arizona.edu/library/teams/list/missvision.htm

18. University of Illinois Library. Strategic Plan. FY2001-FY2003.

http://www.library.uiuc.edu/committe/strategicplanning/reports/jan00re

port.htm

19. University of Wisconsin Madison. Proposal Writing: Internet

Resources.

http://www.library.wisc.edu/libraries/Memorial/grants/proposal.htm

20. Wisconsin Department of Public Instruction. Public Library

Department. Library Technology Planning: An Outline of the Process.

21. Z39.50. Part 1 - An Overview. Biblio Tech Review. http://www.biblio-


Other references are provided in the activities



http://www.ilsr.com/vendor.htm



http://www.loc.gov/z3950/agency



http://www.ilsr.com/hints.htm

http://www.nsba.org/sbot/toolkit/cav.html


http://www.libraryhq.com/rfp.doc


http://www.swetsnet.com


http://www.library.uiuc.edu/committe/strategicplanning/reports/jan00re





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Glossary

Module 2

1. Acquisition Section. The section in the library that is concerned

with selecting, ordering, receiving and paying for library materials.

2. Automated library system (ALS). An automated library system is

software that has been developed to handle basic housekeeping

functions of a library. The software may be focused on one library

system only or may be capable of manipulating data from two or

three modules to perform another basic function.

3. Barcode number. A representation of a number by means of a

code, which uses vertical lines.

4. Bibliographic database. A collection of bibliographic records that

are stored in a database for easy retrieval.

5. Carpal tunnel syndrome. An ailment characterized by painful

wrists because of inflammation of the joints between the carpal

bones. It is usually caused by repetitive action such as typing on a

computer keyboard. It is one of the ailments known as repetitive

strain injury.

6. Cataloging. The process of describing a book using conventions

and standards such as AACR2 and the Library of Congress

Classification Scheme and Subject Heading Lists. Other standards

are available and may be in use in other countries.

7. CDS/ISIS. A powerful information storage and retrieval software

developed by UNESCO. It is distributed free of charge to libraries in

developing countries. The latest version of the software is Windows

ISIS.

8. Circulation section. The section in the library that is in charge of

lending books and other materials to users.

9. Copy cataloging. The process of copying catalog entries from other

libraries and adapting them to one's own library. In an electronic

environment, the transfer of records and importation into the library

system is effected by the Z39.50 protocol.

10. Data conversion. The processes of converting data stored in catalog

card into electronic format. It can also mean the processes of

converting electronic records from one format to another.

11. Database. A collection of related files.

12. Electronic catalogs. Catalogs of books, serials, and other library

materials that are online and could be access online. They are

popularly known as OPACs.

13. Electronic indexes. They are similar to catalogs but the records are

for articles from serial publications.

14. Faculty number. A borrower's number assigned to a faculty

member. It is usually his/her employee number.

15. Feasibility study. A document that contains the results of a systems

study, the proposed solutions and financial requirements to

implement the project.

16. Goals. Long-term aims of an institution that are aligned with its

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mission.

17. Home page. The index or main page that accompanies a Web site.

18. Indexing. The process of describing an article and providing it with

a link to the source for purposes of identifying articles and retrieving

them.

19. Information networking. The interconnectivity of computers to

share information and other resources.

20. Information storage and retrieval software. A program designed

to store and retrieve information. An example is CDS/ISIS.

21. In-house. Library management or information storage and retrieval

software that is developed by an institution using its own staff and

other resources.

22. Integrated library systems (ILS). An automated library system

that is capable of managing the operations of more than one basic

library functions by sharing the files in the server to perform them.

For example, data from the book catalog master file and the patron

master file can be retrieved and used in the circulation module to

perform the circulation function of the ILS.

23. Interlibrary loan. One of the functions of a library that is a member

of a consortium or network, where materials are loaned to member

libraries.

24. Item number. The number assigned to a library document. It may

or may not be the same as the accession number or the bar code

number.

25. Library automation. A generic term used to refer to the application

of computers in libraries to automate operations.

26. Library management system. See ALS or ILS.

27. Library networks. The formal organization among libraries that

have agreed to share resources. They may or may not be connected

together electronically.

28. Library software developers. Programmers or groups that develop

automation software for libraries.

29. Library staff. The non-professional personnel of a library.

30. Library system. Software for automating the functions of a library.

31. Library user. The patron, client or user of a library.

32. Local area network. An interconnected group of computers located

inside a room or building.

33. MARC records. The Machine-Readable Cataloging (MARC)

formats are standards for the representation of bibliographic and

related information for books and other library materials in machine-

readable form and their communication to and from other

computers.

34. Off-the shelf systems. Ready made commercial ILS packages.

35. OPAC. Online public access catalog that is used to access and

retrieve information about the holdings of a library. It may or may

not contain full text and/ or multimedia and may or may not be

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connected to the Internet.

36. Reference Section. The section in the library in charge of assisting

users in the conduct of their research. They may also take care of

interlibrary loan requests and document delivery services.

37. Request for proposal. A request for proposal (RFP) is a formal

request for a bid from suppliers of library systems. The RFP is a

comprehensive document that provides the vendor with the outline,

purpose, scope, description, minimum requirements, etc, for the

system.

38. Security system. The system of providing checks against theft of

library materials. They are usually gates that have electromagnetic

detectors and produce sounds when the materials passing through

the magnetic field have not been properly checked out.

39. Self check-in system. The process of returning materials without

the assistance of the library staff.

40. Self-check out system. The process of borrowing library materials

without the assistance of the library staff.

41. Serials management. The function concerned with the monitoring

of serials acquisitions.

42. Software packages. Programs which are available off-the-shelf.

43. Strategic planning. The process of solving problems in an

organized and logical manner. It is usually not long term but top

priority.

44. Systems analysis and design. The process of studying the system

and designing solutions for it.

45. Systems study. Collection of data about the library's operations,

facilities, collection, procedures, staff expertise, etc. In general, the

assessment involves gathering information about user needs and

wants and matching these with what the library can presently offer.

46. Systems requirement study. Specifications for the system based on

the systems study. It is also called systems design.

47. Technology plan. A technology plan is the document that puts the

vision, goals, and objectives in writing. It is an overall plan for all

the technology components of a project. It includes the

specifications for your system requirements, financial estimates, the

action plan and the timetable for the project.

48. Turnkey systems. Turnkey means that the package is ready to use,

data has been converted, and the hardware and network have been

installed by the supplier.

49. UNIMARC. The common MARC format.

50. Vision. A vision is a dream. It is a vivid picture of what you would

like your library to become in the near future. It is based on the

mission of your library, the needs of your users and on the trends in

library service. A vision provides direction and a philosophy for the

library.

51. WebOPAC. The online public access catalog that is accessible via

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the Internet.

52. Z39.50 standard. The protocol observed in importing and exporting

catalog records through the Internet.

End of Overview Module 2

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Module 2


Teacher’s Guide

Lesson 1: What is Library Automation?

Introduction The lessons are presented to the students as PowerPoint slides as shown in the title slide

below. The Teacher’s Guide will provide you with information and tips on how to

explain each slide. It will also provide you with exercises/activities that you can ask the

students to do.

UNESCO EIPICT MODULE 2. LESSON 2 1

Module 2Introduction to Library Automation

Lesson 2

What Factors Must Be Considered in

Planning and Implementing Library

Automation?

This is the title slide for lesson 1.

Tip

Establish rapport with the students by asking them to answer the question

on the title slide. This will serve as a motivation activity by letting them

know that you are interested in what they know and that you give

importance to what they have to say. This will also encourage them to

actively participate in the lecture / discussion. Their answers in turn, no

matter how brief they are, will help you gauge their understanding of the

subject matter. There is no need to discuss their answers at this point.

Slide 2: Rationale

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Tip

ICTs have changed the way information is selected, acquired, organized and

delivered. This lesson will introduce the information professional to the

application of ICT in library operations and services.

This slide provides justification for the lesson. Inform the participants that

this Module aims to provide adequate knowledge about library automation

to the students to help them cope with the challenges of implementing

integrated library systems.

Use this slide to encourage students to share experiences and training about

ICT applications in libraries.

Slide 3: Scope

Notes

Slide 3 provides an overview of the scope of the lesson. The lesson is about

library automation. This Module will introduce the participants to the

following:


• What is an automated/integrated library system (ILS)?

• What are the advantages of an ILS?

• What are the general features and functional modules of an ILS?

• What are the modules in an ILS?

• What is MARC?

• What is Z39.50?

• Why are standards necessary?

• What is an online public access catalog (OPAC)?

• What is a web catalog?

• What ALSs are available?

• What are the benefits of and difficulties in implementing library

automation?

Slide 4: Learning Outcomes

Notes

Slide 4 provides an overview of the expected outcomes of the lesson. By the

end of the lesson, the participants should have understood how ICT is used

EIPICT_M2_TG

22

to automate library services and operations.

By the end of the lesson you should be able to:


• Define an automated/integrated library system.

• Discuss the advantages of an ILS.

• Identify the general features and functional modules of an ILS.

• Identify the modules in an ILS.

• Define MARC.

• Define Z39.50.

• Appreciate the use of standards.

• Know what is an online public access catalog.

• Know what is a web catalog.

• Know what ALSs are available.

• Appreciate the benefits of and difficulties in implementing library

automation.

Slide 5: What is Library Automation?

Notes

Library automation is the application of ICT in library operations and services.

The functions that may be automated are any or all of the following:

acquisition, cataloging, indexing and abstracting, circulation, serials

management, and reference.

The software used to automate the services of a library is called an automated

library system (ALS). The ALS may focus on one function only such as

cataloguing or may handle several functions such as cataloguing, circulation

and serials management.

An ALS may be used on a single computer or on a LAN,

depending on the needs of the library.

Slide 6: What is an Integrated Library System?

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Notes

An integrated library system (ILS) is an automated library system (ALS) in

which all of the functional modules share a common bibliographic database. In

an integrated system, there is only one bibliographic record for a book. All

transactions involving this book will therefore be linked to the bibliographic

record. An integrated library system enables the library to link circulation

activities with cataloging, serials management etc. at any given time. It makes

use of a file server and clients in a local area network.

Module 2

Lesson 1

Activity 2.1.1


1. www.odl.state.ok.us/servlibs/l-files/glossi.htm

2. www.librarysupportstaff.com/4automate.html

3. en.wikipedia.org/wiki/Integrated_library_system

Slide 7: What are the Advantages of an Integrated Library System?

Notes

An integrated library system is more advantageous than a non-integrated

system because:

• There is no duplication of effort to create and maintain multiple copies of

bibliographic records. In a manual system, cards have to be typed several

times to provide different access points (author, subject, title, etc) to an

item. In an ALS that is not integrated, the records have to be entered more

than once. For example, once for cataloguing and again for circulation.

• Opportunities for errors are reduced since the record is entered only once.

The system automatically accesses the record whether the librarian is

accessing it for cataloguing, circulation, reference, etc.

• Library staff and patrons can have access to all pertinent information about

the document at any time, including the status of the document, that is

whether it is on the shelf or out to a borrower. The system records the

transaction in the master file as soon as the record is accessed, hence, at

any given time the user will know the status of a document. You are sure of

the integrity of the database because all transactions can be viewed from

the masterfile/database. There is no redundancy in the data.

Slides 8-9: What are the General Features of an ILS?

http://www.odl.state.ok.us/servlibs/l-files/glossi.htm


EIPICT_M2_TG

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Notes

• Functional modules – most library software packages offer the basic

modules of cataloging, OPAC and circulation, and other functions such as

acquisition, serials control, interlibrary loan (ILL), and WebOPAC are

usually provided as optional add-on modules or as part of a main module.

In most libraries, these three basic modules are enough. The acquisitions

module and a serials management module are recommended if the volume

of intake of materials is large. In some cases, these are add-on modules

that may or may not be integrated with the cataloguing and/or circulation

module.

• Operating systems - The OS requirement depends on the system. Some

work in a Windows environment, others may work under UNIX. An open

source UNIX version is available. It is called LINUX.

• Database systems – Major systems use the RBDMS offered by different

vendors like Oracle, Informix, and SQL. Smaller systems use MSAccess.

Open source systems use MYSQL.

• Network architecture – major systems run on client-server architecture and

use TCP-IP to communicate across networks (LANs and WANs).

• User interface – the use of a graphical user interface (GUI) is the norm for

current systems because users find it easier and it allows a wide range of

tasks to be accomplished with a single mouse click.

• Library automation standards – provisions for library industry standards

such as MARC and Z39.50 are normally integrated in major systems. This

will be further discussed in the section on the cataloguing module. Some

systems also use Unicode to ensure compatibility across multiple scripts

(writing systems).

Slide 10: The Cataloguing Module

Notes

� The cataloging module is used for creation, storage, retrieval and

management of bibliographic records and/or indexes.

� It also defines the record format (MARC) used in the database and

provides for authority control of authors, subject headings, etc.

� Usually there are two separate interfaces for search and retrieval in the

electronic catalog: one used by catalogers to enable them to do specific

tasks in maintaining the library collection database, and the other – the

online public access catalog (OPAC) - provided for users to enable them to

EIPICT_M2_TG

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search records and display results.

� Many integrated library systems allow for copy cataloging and the import

of MARC records from external sources. These systems adhere to the

MARC and Z39.50 standards. They may have non-MARC internal formats

but they can import and export MARC records. One problem with MARC

is the number of variations that are in use. The current standard is MARC

21.

� Unicode is another standard that can handle a large number of different

character sets including Chinese, Korean and Japanese.

Slide 11: What is MARC?

Notes

The Machine-Readable Cataloging (MARC) formats are standards for the

representation of bibliographic and related information for books and other

library materials in machine-readable form, and their communication to and

from other computers. Machine-readable cataloging means that a catalog

record can be read and interpreted by a computer. The record in MARC format

is called a MARC record. The current standard is MARC 21. UNIMARC is

another standard that can be used.

Module 2

Lesson 1

Activity 2.1.2

For more information about the MARC and UNIMARC standards, visit the

following sites:

1. http://lcweb.loc.gov/marc/marc.html

2. http://www.ifla.org/VI/3/p1996-1/unimarc.htm

Slide 12: What is the Importance of MARC in Library Automation?

Notes

Why cannot a computer just read a catalog card? The computer needs a means

of interpreting the information found in a cataloging record. The machine

readable record provides the computer with information for every piece of

bibliographic information to guide it in reading and interpreting the record. If a

bibliographic record has been correctly tagged and encoded, the application

system or library automation system can format the information correctly for



EIPICT_M2_TG

26

printing a set of catalog cards, or for displaying the information on a computer

screen, search for and retrieve certain types of information within specific

fields, and display lists of items as required by the user.

Using the MARC standard allows libraries to share bibliographic resources

with other libraries that also use the MARC standard. Using the MARC

standard also enables libraries to easily migrate to commercially available

library automation systems, a majority of which supports only the MARC

standard. Libraries could devise their own method of organizing the

bibliographic information in their electronic catalogs but they will not then be

able to automatically exchange data with other libraries. Libraries using a non-

MARC format cannot participate in a national or regional library networks

because their records will not be readable by other computers in the network.

However, libraries could still use systems that do not adhere to the MARC 21

record format for their own specific needs.

MARC records may be acquired via the Web, or through a CD-ROM resource

database. The Library Corporation produces ITS for Windows, a cataloguing

resource database available in CD-ROM format. The Library of Congress is

also a good source of MARC records.

Slide 13: What is Z 39.50?

Notes

Z 39.50 is generally defined as the information search and retrieval protocol

standard used primarily by library and information related systems. The

standard specifies a client-server based protocol for searching and retrieving

information from remote databases simultaneously using a single interface. For

cataloguing the protocol requires the records to be in MARC format.

Advantages for catalogers are numerous. Copy cataloging will relieve

librarians from cataloging material already catalogued by another library in the

network. The Z 39.50 protocol will enable catalogers to download records and

upload them automatically to their catalogs. In a network of libraries a union

catalog of the member libraries can easily be established. Each library can

easily add its own record or its barcodes/accession numbers and location codes

when it adds its own records to the union catalog if they are duplicates.

Module 2

Lesson 1

Activity 2.1.3

To know more about Z39.50 read the article, Z 39.50. Part 1 – An Overview,

in Biblio Tech Review: http://www.bibliotech.com/html/z39.50.html

http://www.bibliotech.com/html/z39.50.html

EIPICT_M2_TG

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Slide 14: Why are Standards Necessary?

Notes

Standards are necessary for:

• Networking

o TCP/IP protocol

o Hardware, software, etc

• Information exchange

o MARC 21 and Z39.50 allow search, retrieval and exchange of records

across platforms

o Unicode allows encoding, searching and retrieval of information in

different scripts.

Slide 15: The Online Public Access Catalog (OPAC)

Notes

The OPAC is the electronic equivalent of the card catalog. It has the added

advantage of being searchable by keyword and by call number in addition to

searching by author, title and subject. The OPAC could also be in the form of a

WebOPAC if made available over the Internet.

The OPAC provides users with access to the bibliographic database found on

the file server of a local area network. Recent developments in ICT have

enabled libraries to publish their catalogs on the Web. OPACs can also be

linked to the circulation module so that users can find out if an item is on loan.

OPACs also allow for Boolean searching to enable the user to combine

keywords to make the search more specific. Libraries with integrated library

systems benefit more from the system when they join networks because they

can share the resources of other libraries. This has implications for

acquisitions, cataloging, interlibrary loan, reference and access to resources.

The OPACS of participating libraries can be made searchable from any

network member. The OPAC can also be used as an acquisitions tool because

libraries can easily see other libraries’ collections and choose not to duplicate

the holdings of other member libraries.

EIPICT_M2_TG

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Module 2

Lesson 1

Activity 2.1.4

View some OPACs on the Web by visiting the homepages of university

libraries and linking to their web catalogs. These pages may also be good

sources of MARC records.

1. To view a home grown WebOPAC visit: http://rizal.lib.admu.edu.ph

You can also view a consolidated catalog for three libraries at this site as well

as portions of the library catalog for special collections.

2. To view a catalog running on an open source system go to:


Slide 16: The Circulation Module

Notes

Users today are technology literate and technology competent. They expect

libraries to be technology-abled. The circulation module is the service point

that users immediately encounter and take note of. ICT applications for

circulation enhance the image of the library.

The circulation module monitors the loans, fines, and the stock. Having a

circulation module has been the dream of Asian librarians for more than a

decade. At present the cost of an integrated library system is still beyond the

reach of many medium- sized libraries in Asia.

A circulation module makes use of only two sets of numbers to record a

transaction. The item number (barcode number, accession number) and the

user number (student, faculty number, user ID number). A program can be

easily written for such a transaction. In practice, however, the circulation

module is linked to the bibliographic database so that the description of the

item can be displayed and the OPAC can also display the status of the item,

that is, whether it is on the shelf or on loan to a borrower. More sophisticated

systems are linked to security systems. This is true especially with self check-

out and check-in systems.

To borrow books using a self check out system, the borrower simply goes to

the loan terminal and inserts a borrower’s card. The system then asks for the

borrower’s pin, and once recognized as a library member, the system asks the

borrower to place the book on the terminal so that it can scan the book’s

barcode. After the terminal has read the barcode, the loan is processed and the

security strip is demagnetized so that the borrower can take the book out

without alerting the security system. Returning books is an easier procedure.

Only the barcode of the book needs to be scanned by the return terminal. The



EIPICT_M2_TG

29

computer processes the transaction immediately after scanning the barcode and

deletes the loan formerly issued to the borrower.

Slide 17: What are the Other Modules in an ILS?

Module 2

Lesson 1

Activity 2.1.5

The basic modules are cataloguing, OPAC and circulation. To find out about

other modules go to

1. AcqWeb's Guide to Automated Library Systems, Library Software,





Notes

WebOPAC

The basic modules in an ILS are: cataloguing, circulation and the OPAC. The

ILS may also have acquisitions, serials control, interlibrary loan, etc. The need

to have these additional modules will depend on the library. In many cases, the

acquisitions module and the serials module are home-grown.

Acquisitions module

The acquisitions module enables the librarian to create records of items to be

ordered and to print out order slips in cases where the order must be transacted

by ordinary mail. Recent developments have provided electronic means of

ordering items and paying for them. A lot of information is now available on

the Web about online ordering of books and other materials. The module may

also supply accounting information relating to acquisitions activities.

Serials control module

Not all integrated library systems have this module. Large libraries with large

serials subscriptions require the serials control module because it provides

them with a more efficient means of managing serials. The system usually

alerts the library when claims have to be made. It also enables the library to

automatically record arrivals through the barcode attached to the serial.

Interlibrary Loan Module

This module is seldom required except by libraries which have very heavy ILL



EIPICT_M2_TG

30

transactions. An interlibrary loan module provides the staff with an

information management system for ILL transactions. This includes the ability

to automatically monitor loans and accounts, make claims, put holds on

materials being borrowed, etc. It can also monitor the library’s ILL activities,

e.g. the number of items borrowed by individual clients, from where, for

whom, etc.

Slide 18: An Integrated Library System with Web Access.

Module 2

Lesson 1

Activity 2.1.6



Slide 19: Off-the-Shelf Systems or Customization?

Notes

There are many library systems available on the market. These are ready to

use, and hence called off-the shelf. In spite of the availability of ILS systems,

many libraries still opt to design their own systems

Designing your own system has advantages as well as disadvantages. Your

decision to do so will depend on your needs.

At present there are also open-source systems that could be downloaded freely

from the Internet.

Slide 20: Commercial Off-the-Shelf Systems

Notes

These are ready to use software and hence are called off-the shelf. There are

advantages as well as disadvantages in using them. The greatest disadvantages

are the cost of purchase and the cost of maintenance. The library has to pay

the supplying company an annual maintenance fee on top of the cost of the

software. Because of these costs many libraries still do not have an ILS.


EIPICT_M2_TG

31

Module 2

Lesson1

Activity 2.1.7

Visit the following sites for descriptions of big and small systems:

1. http://www.librarysupportstaff.com/4automate.html

2. http://www.ilsr.com/search2.cfm

Slide 21: Open Source Systems

Notes

Free open source systems are available that include their source codes. Further

development of the system depends on the contributions of users of the system.

The advantages are numerous. First of all, they have no purchase fee. Secondly

libraries have control over them because the source code is available. Thirdly,

many users and discussion groups are available from which helpful

information can easily be found. A fourth advantage is that the library can

customize it to suit it needs.

Module 2

Lesson 1

Activity 2.1.8

Visit the following sites for descriptions and examples of open source systems

as well as of libraries using them:

1. Koha: www.koha.org

2. Oss4lib open source system for libraries: www.oss4lib.org

3. To see an opac using open source: ccfls.org/catalog/search.html

4. phpMyLibrary: http://www.phpmylibrary.org

5. for a discussion go to Open Source Integrated Library Systems An


6. For the library system WEBLIS which is based on CDS/ISIS access:



Slide 22: Benefits of Library automation

Notes

Many benefits can be derived from library automation. These include:



http://www.koha.org






EIPICT_M2_TG

32

• Improved productivity/efficiency

• Better use of information resources through improved access

• Improved resource sharing through the virtual catalog

o Facilitates interlibrary loan

o Reduces duplication

o Avoids duplication of cataloguing effort

o Optimizes the use of human and other resources

o Enhances the national and regional information infrastructure

A library automates to improve efficiency. An integrated library system

allows automation of other functions using a shared database. Integration

minimizes human error caused by multiple entries of a title for various uses.

An integrated library system provides for one time entry of the catalog record

that can then be used for all the other functions.

Slide 23: Benefits to the Staff

Notes

On the whole library staff in all the subsystems (acquisition, cataloging,

circulation, reference, ILL, reserves) benefit from integrated library systems.

Among the benefits are:

• Development of new patterns of communication among staff, especially

between computer services and library staff.

• Empowerment of the staff in making decisions.

• Acquisition of new skills and knowledge.

• Enhanced image due to use of technology.

Slide 24. Potential Difficulties

Notes

While there are many advantages, there are also many potential difficulties:

• Staff problems:

o Fear of an adverse impact on employment.

o Lack of staff involvement before and during implementation. Library

staff who have been prepared for automation usually have no problem

in adjusting to the new system. Those who have not been prepared may

EIPICT_M2_TG

33

encounter technological and emotional problems.

o Lack of staff preparation for the automation project. The library staff

have to undergo extensive training. New knowledge and skills are

needed.

• Lack of support from management.

o Budget constraints, inadequate policies and procedures for the

acquisition of hardware and software, and in the recruitment or training

of competent staff. Apprehension that the technology could be too

expensive.

• Physical problems.

o Carpal tunnel syndrome, headaches, backaches, etc. caused by

extended use of computers must be noted and attended to. Some

interventions that have been used are: rest periods given to staff after

two hours’ continuous use, and rotation of staff between different

services points in the library.

• The need to convert data into machine readable form. Data conversion is a

major problem. Many libraries are either not aware of outsourcing or

refuse outside help with conversion. If done in-house, problems of lack of

planning, lack of staff, lack of hardware, etc, are usually encountered.

For the successful implementation of an integrated library system all key

factors must be in place. These factors are: support from the administration,

staff competence, consideration of user requirements, the availability of an

appropriate infrastructure (hardware, software, network), available data,

excellent managerial skill from the coordinator of the project, effective end-

user interfaces.

Module 1

Lesson 1

Activity 2.1.9

1. Visit the following sites for a discussion of the future of ILS:


2. Visit the following site for a discussion of some issues in sharing integrated

library systems: http://www.dpi.wi.gov/pld/sharing.html

Slide 25: Conclusion

Notes

Library users generally welcome integrated library systems. Many users are

ICT literate and are prepared for automation. They specially like the search

capability because they find it faster and more efficient than manual searching.



EIPICT_M2_TG

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They also like the WebOPAC because they can search it from their offices or

even homes without having to visit the library. With respect to the staff, those

who have not been adequately prepared may encounter technological and

emotional problems. Very few, however, would like to revert to the manual

system even if they have encountered many difficulties during implementation.

Tip

Before concluding the lesson, ask some questions to recall and reinforce the

information and concepts taught in the lesson.

Assessment

Module 2

Lesson 1

Assessment 2.1


1. What is the impact of library automation on you as an information

professional?

2. What is the impact of automation on your library?

3. Name some standards for library automation and discuss their importance.

End of Lesson 1 of Module 2

EIPICT_M2_TG

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Module 2


Teacher’s Guide

Lesson 2: What Factors must be Considered in Planning and

Implementing Library Automation?

Introduction

The lessons are presented to the students as PowerPoint slides as shown in the title slide

below. The Teacher’s Guide will provide you with information and tips on how to

explain each slide. It will also provide you with exercises/activities that you can ask the

students to do.



Lesson 2

What Factors Must Be Considered in


Automation?

Slide 1. This is the title slide for lesson 2.

Tip

Establish rapport with the students by asking them to answer the question on

the title slide. This will serve as a motivation activity by letting them know that

you are interested in what they know and that you give importance to what

they have to say. This will also encourage them to actively participate in the

lecture / discussion. Their answers in turn, no matter how brief they are, will

help you gauge their understanding of the subject matter. There is no need to

discuss their answers at this point.

Slide 2: Rationale

EIPICT_M2_TG

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Tip

This slide provides justification for the lesson.

ICT has changed the way information is selected, acquired, organized and

delivered. This lesson will introduce the information professional to the

advantages of planning for library automation. Inform the participants that this

Module aims to provide adequate knowledge about library automation to help

them cope with the challenges of implementing integrated library systems.

Use this slide to encourage students to share experiences of and training for

ICT applications in libraries.

Slide 3: Scope

Notes

Slide 3 provides an overview of the scope of the lesson. The lesson is about

planning for library automation.

This Module will introduce the participants to the following:

• What factors must be considered in planning for and implementing library

automation?

• What are the advantages of planning?

• What is a Request for Proposal?

• What are the difficulties in implementing an integrated library system?

• Should you consider using an open source system?

Slide 4: Learning Outcomes

Notes

Slide 4 provides an overview of the expected outcomes of the lesson.

By the end of the lesson you should be able to:

• Appreciate the importance of planning.

• Identify factors that must be considered in planning and implementing

library automation.

EIPICT_M2_TG

37

• Understand the importance of a Request for Proposal.

• Evaluate the pros and cons of using open source systems.

Slide 5: Library Automation Today

Notes

Library automation is the application of ICT in library operations and services.

The functions that may be automated are any or all of the following:

acquisition, cataloging, indexing and abstracting, circulation, serials

management, and reference. Today however, library automation also includes

access to remote databases and CD-ROM databases on the campus LAN.

Slide 6: An Illustration of an Integrated Library System with Web access

Notes

Today the ILS is linked to other libraries via the Web and to other databases

normally on the campus LAN. It can also link to full-text journals, books, etc.

This implies that present day ILS are web-enabled, and if not there should be a

facility to make the catalog available on the Web and the databases other than

the catalog available on the campus LAN.

Slide 7: Why is Planning Necessary?

Notes

Planning enables the library to address its present and future needs within

budget constraints. It ensures the success of the automation project because:

• The best possible system for the library is selected.

• The staff are involved from the beginning and their needs are addressed.

Take note however of resistance to automation. Some staff may not be

objective and cooperative.

• The library is able to control costs involved in the purchase, operation,

maintenance and future upgrade of the system.

EIPICT_M2_TG

38

• It enables the library to determine if the cost warrants the benefits and if

the library could afford to implement and sustain the project.

• It enables the library to identify problems and priorities and to map out

steps in the implementation process.

Module 2

Lesson 2

Activity 2.2.1


1. http://dlis.dos.state.fl.us/bld/Library_Tech/Autoplan.htm

2. http://www.documentorsconsultants.com/txtplan%20for%20automation.ht

m

3. http://www.ilsr.com/leading.htm

Slides 8-10: What are the Basic Steps in Planning?

Notes

To be able to plan effectively, data about the library and its users must be

collected. This is the systems analysis phase. The results of this phase will

provide data to make decisions about automation. The steps and the reasons

why these steps are necessary follows:

• Systems Analysis Phase.

o Collect basic statistical information about the library (# titles, #users,

#catalog records, #materials acquired annually, # materials circulated

annually, etc). This portion of the systems analysis is used to establish

the need for automation. The data collected in this step will provide

information about the volume of the tasks ahead. For example, if the

total number of titles is small, the data conversion will not take a long

time. If the rate of acquisitions is small, there might be no need to buy

an acquisitions module with the initial package. If the circulation

volume is small then there might be no urgency to automate.

o Determine the status of the records (Are all in cards? Are some in print?

Is data conversion from digital format needed). This step is necessary to

determine how data will be converted, how long it will take to convert

the data and how many people and machines are necessary for the

conversion.

o Determine the status of the collection. (Are all catalogued materials still

useable and used? Is an inventory needed?). It is important that an




EIPICT_M2_TG

39

inventory of the collection be carried out. It is at this step that the

records are matched with the collection. They should tally. It is also at

this step that the collection is evaluated. All materials that are no longer

serviceable, are obsolete, have not been used in the last few years may

be weeded out. The faculty and the users may have to be consulted at

this step. The database will be cluttered with records of missing books,

obsolete books, etc., if this step is not done.

o Determine the ICT competence and readiness of the staff for

automation. This step will establish training needs.

o Find out systems in use in your institution. You might need to integrate

with the existing system. For example, an institution using Lotus Notes

might want a system designed to operate in a Lotus Notes environment.

• Systems Design Phase

o Set service priorities (What functions are you going to automate first?)

o Develop a strategic development plan for the library (not only for

automation) with the help of the staff. Based on the findings of the

systems study develop a strategic development plan for the library with

ICT as a means of achieving the goals of the library. ICT should not be

an end in itself.

o Develop a technology plan for the automation project based on the

service priorities and overall goals of the library. This will include

determining system specifications.

Slide 11: Cost Considerations

Note

After developing a technology plan, the feasibility of the project must be

studied. Management will usually ask for a cost benefit analysis and the total

project cost. The following must be considered in calculating the total project

cost.

Planning and consulting costs

Many libraries hire a consultant to conduct a systems analysis, define problems

that could be addressed by automation, assess needs (technology, staff, budget

needs), design the system and prepare the RFP, evaluate bids, and undertake

contract negotiation with the selected vendor. There are many advantages in

hiring a consultant if you remember that the consultant is a partner in the

planning process. You have to contribute a lot of information and insight in the

planning process. A consultant may or may not be hired depending on the

expertise of the staff.

EIPICT_M2_TG

40

Cost of the system

There are many systems in the market. If you decide to buy one evaluate it in

terms of the RFP. You should not buy a very expensive system when a less

expensive one will do the required job equally well. There are also open source

systems that are available. Your guide in the selection process is your RFP and

the expertise of your staff.

Telecommunications costs

Telecommunications costs must not become too unwieldy. There are less

expensive ways of connecting to the Internet but speed is of primary

importance.

Data Conversion

Data conversion can be a very costly process. Care should be taken in deciding

how data will be converted. Make sure that the format adheres to the MARC

standard and that the ILS uses the Z39.50 protocol. This protocol can save the

library a lot of money for data conversion.

Operating and maintenance costs

These costs are sometimes neglected but they do add up. Make sure that they

are factored in. One example is the cost of annual maintenance of the ILS.

System upgrade

Technology is always developing. Hardware are becoming more powerful.

Needs demand more powerful hardware for faster access and downloading of

information. System upgrade could be very expensive. The initial purchase

contract of hardware should ensure that the hardware will not entail upgrading

for at least three years.

Staff training and recruitment

Knowledge and skill of staff must be continuously enhanced. Include a staff

training program in the strategic development plan. Technology is useful only

in the hands of knowledgeable staff.

Slide 12. What are the Basic Steps in Implementation?

Notes

As soon as management has approved the project, system implementation can

begin. The steps are:

• Create a format specifications document (RFP) for vendors or ICT staff (If

EIPICT_M2_TG

41

open source systems will be used) and send to vendors or ICT staff (Slide

13).

• Evaluate vendor proposals and /or ICT staff proposal for open source

systems against RFP). Include costs of purchase, operations and

maintenance in evaluating the RFPs.

• Select the system with features closest to the RFP and within the ICT

budget of the library.

• Install the system.

• Train staff.

• Create the databases.

• Market and promote the system.

Module 2

Lesson 2

Activity 2.2.2

Visit the following sites for descriptions and evaluation of ILS:

1. http://www.ilsr.com/search2.cfm

2. http://acqweb.library.vanderbilt.edu/pubr/opac.html

Slide 13. What are the Contents of an RFP?

Notes

An RFP is used to invite bids that match the library’s automation needs. It

contains the following:

• Instructions for the vendor re submission of bid.

• Background information about the library.

• Evaluation criteria for the proposals/bids.

• Required functional and technical specifications.

• Description of the required functionalities.

• Questions re system maintenance programs and services, site preparation

requirements, delivery and installation methodologies, system performance

guarantee, vendor training and documentation.

• Request for detailed information on pricing.

Module 2

Activity 2.2.3

Visit the following sites for sample RFPs:

1. http://www.ilsr.com/sample.htm




EIPICT_M2_TG

42

Lesson 2 2. http://www.webdevelopersjournal.com/columns/writerfp.html

Slide 14: What Factors must be considered in opting for Open Source Systems?

Notes

Open source systems are now competing with commercial off-the-shelf

systems. These open source systems are available free of charge from the

Internet and include the source codes of the program. Users can manipulate the

program to suit their needs. The system is developed through contributions

from users. If the library has skilled programmers, librarians and ICT staff,

open source systems could be used. Otherwise, the use of off-the-shelf

software that adheres to standards is recommended so long as the library can

afford the purchase cost and the annual maintenance costs.

Factors to consider in opting for open source systems are:

• Staff readiness, knowledge and skill. The systems usually run under a

UNIX operating system (OS) environment and an open source relational

database management system (RDBMS). Additional staff training on the

OS and RDBMS may be needed.

• Development team. The customization of the system is not possible

through one person alone. It has to be a team effort.

• Availability of Internet access. Regular participation in discussion lists is

important when using open source systems.

Some examples of popular open source ILS are:

• Koha. A full-featured open-source ILS developed by Katipo

Communications Ltd in New Zealand. It has attracted the most developers

to its fold. It is currently maintained by IT staff from around the globe. It is

used in pilot libraries around the world. It has the potential to become a

universal ILS. Technical support is provided through email and discussion

lists. The system operates under Linux or Windows, on any web server,

any SQL database system, and with Perl modules.

• phpMyLibrary. This was started in the Philippines as a possible low-cost

solution to library automation. Its target audience is small academic and

special libraries. Documentation is poor. Support is provided via email or

discussion lists. It runs under Linux or Windows, PHP, and any SQL

database system. Cataloguing using MARC standard is fully implemented.

Conversion from a CDS/ISIS database is possible.


EIPICT_M2_TG

43

Module 2

Lesson 2

Activity 2.2.4

Visit the following sites to view and evaluate some open source systems:

1. www.oss4lib.org/readings/oss4lib-getting-started.php

2. www.emilda.org/

3. www.manageability.org/blog/stuff/how-to-evaluate-open-source-


4. http://library.rider.edu/scholarly/ecorrado/il2004/ossfeatures.html

Slide 15: User/Staff Readiness

Notes

User/staff readiness includes not only readiness for ICT but also readiness for

change. Many users still look for traditional systems like the card catalog and

may not be ready to accept change. Involving the staff from the

conceptualization of the project and through the planning and implementation

phase usually eliminates staff resistance to change.

The training needs of staff and users must be also considered in planning and

implementation.

Slide 16: Database Creation

Notes

In planning for database creation the following must be considered:

• Inventory of the collection to weed out non-serviceable materials and to

match stock with catalog records.

• Database conversion from manual to electronic records.

• Catalog maintenance.

• Adherence to standards for future networking and record exchange.

For libraries considering building a digital library collection the open-source

software called Greenstone is useful. Greenstone is a suite of software for

building and distributing digital library collections. It is produced by the New

Zealand Digital Library Project at the University of Waikato. Take note,

however, that it is not an ILS. It provides a new way of organizing information







EIPICT_M2_TG

44

and publishing it on the Internet or CD-ROM in the form of a fully searchable

meta-data driven digital library.

Module 2

Lesson 2

Activity 2.2.5

Visit the web site: http://www.greenstone.org. for a description of Greenstone.

Slide 17: Site Preparation

Notes

The site must be prepared in accordance with the specifications in the RFP.

The following needs must be addressed during site preparation:

• Technology needs: Hardware, software, network.

• Staff training to acquire ICT and ILS knowledge and skill.

If technology needs are not addressed, than installation cannot proceed. If staff

are not trained, than the system remains unused.

Slide 18: Marketing and Promotion Activities

Notes

Strategies to attract users to the new system must be developed. In the

beginning, users will look for the card catalog. Older users tend to shy away

from technology. Younger users are attracted by technology but must be

oriented to its use so that they can efficiently use the system.

Strategies include announcements, user orientation programs, demos and

training.

Slide 19: What are some Potential Problems in Implementation?


EIPICT_M2_TG

45

Notes

The major problem in most automation projects is the lack of readiness of staff

to accept change and acquire competence in using ICT and the ILS. This

problem must be addressed even before the systems analysis phase. User

readiness is more easily addressed than staff readiness.

Another major pitfall is the lack of funds to maintain the system. Costs of

operating and maintaining automated systems can be high. Unlike factories

where the procedures are fixed, and automation typically increases profit,

automation in libraries may not result in reduced costs of operation. It might in

fact increase them. The benefit is really on improved services to users.

Another pitfall for many libraries is data conversion. Care must be taken in

developing an action plan for data conversion. Without a plan, it can go on and

on. Systems are available for copy cataloguing and acquiring digital records.

Librarians must decide on standards and procedures to finish data conversion

in the least possible time.

Not as critical but nevertheless a cause of problems is the delay in delivery of

hardware and network components and the absence of facilities for fast access

to the Internet. In many cases, even telephones are not available at the site.

Slide 20. Conclusion

Notes

• Automation in libraries is desirable. It is, however, a complex undertaking

and needs to be carefully planned. Planning ensures success and future

development.

• Automation is a means to an end and not an end in itself. Planning for

automation must be part of the strategic development plan of the library.

• Implementation of an ILS is a never ending process. The future holds many

new developments that will need to be addressed.

Assessment

Module 2

Assessment 2.1


EIPICT_M2_TG

46

Lesson 1

• What is an RFP and what is its function in selecting a library system?

• Would you recommend an open-source system for your library? Why?

End of Lesson 2 of Module 2

EIPICT_M2_TG

47

Module 2


Evaluation Form

Instructions: To help us enhance the quality and effectiveness of the Modules in the

Training Programme, please complete and return this evaluation form to the teacher.

Please rate Module # 2 on the following categories using the scales below by drawing a

circle around the appropriate number.

5 = Strongly Agree [SA]

4 = Agree [A]

3 = Not Sure [N]

2 = Disagree [D]

1 = Strongly Disagree [SD]

1. Objectives and Content SA A N D SD

Were the Module objectives clearly stated? 5 4 3 2 1

Were the objectives achieved? 5 4 3 2 1

Were the topics presented relevant to your work? 5 4 3 2 1

Was the Module structured in a logical way? 5 4 3 2 1

Were the activities appropriate to the content of this Module? 5 4 3 2 1

Was the Module easy to follow? 5 4 3 2 1

Was the Module interesting and enjoyable? 5 4 3 2 1

Were your expectations met? 5 4 3 2 1

2. Presentation SA A N D SD

Were the concepts and techniques explained clearly? 5 4 3 2 1

Were you encouraged to actively participate during the Module? 5 4 3 2 1

Were your individual questions/problems discussed to your

satisfaction? 5 4 3 2 1

Was the Module well paced? 5 4 3 2 1

Were the lessons presented in a clear and well organized manner? 5 4 3 2 1

3. Teacher SA A N D SD

Was the teacher knowledgeable in the subject matter? 5 4 3 2 1

Did the teacher present the material effectively? 5 4 3 2 1

Did the teacher show interest in and enthusiasm for the subject? 5 4 3 2 1

Was the teacher effective in answering questions clearly and

constructively?

5 4 3 2 1

EIPICT_M2_TG

48

4. Learning Environment SA A N D SD

Are the Module materials easy to read? 5 4 3 2 1

Were the manual and the other handouts useful? 5 4 3 2 1

Were the visual aids useful? 5 4 3 2 1

Was the venue suitable? 5 4 3 2 1

Was the time frame appropriate? 5 4 3 2 1

5. Before the training began, how experienced were you with the subject?

1 (Beginner) 2 (Intermediate) 3 (Advanced) 4 (Expert)

6. How useful was the training for your level of experience?

1 (Not Useful) 2 (Fairly Useful) 3 (Useful) 4 (Very Useful)

7. Do you feel you have gained new skills and knowledge? Yes No

8. What is the most important concept or skill that you learned in this Module?

__________________________________________________________________

__________________________________________________________

9. What is the least important concept or skill that you learned in this Module?

__________________________________________________________________

____________________________________________________________

10. What additional information should be included in the Module?

__________________________________________________________________

__________________________________________________________________

11. What did you like most about the training materials?

__________________________________________________________________

__________________________________________________________________

12. What did you like least about the training materials?

__________________________________________________________________

__________________________________________________________________

13. Other comments or suggestions?

__________________________________________________________________

__________________________________________________________________

THANK YOU!

UNESCO BANGKOKBangkok, Thailand

2006

I. UNESCO Bangkok. II. Large, Andrew. Editor.

Bangkok, 2006.

III. Japanese Funds in Trust. IV. Title.

EIPICT_M2_ST

3

Module 2


Student’s Text

Table of Contents

General Guidelines 4

Introductory Note

Rationale

Content of the Training Programme

Prerequisites


Typographical Conventions

Overview of Module 7

Learning Outcomes

Schedule

Module Outline

Grading Policy

Lessons 9

Lesson 1: What is library automation? 10

Lesson 2. What factors must be considered in planning and

implementing library automation? 19

Appendix 26

Appendix 1. List of Activities 27

Appendix 2. Reading/Reference List 31

Appendix 3. Glossary 33

EIPICT_M2_ST

4

Empowering Information Professionals:



General Guidelines for the Student

Introductory Note Library schools are now changing their curricula to produce graduates who are prepared

for the changing service requirements in libraries. The majority of practitioners, however,

graduated before the advent of the Information Age or studied in schools that did not

teach ICTs for various reasons. This group of practitioners is now finding itself

unprepared for the new demands of the profession. This Training Programme is in

response to this identified need.

People working in libraries and information centers are the primary target group of the

Training Programme. It is intended to provide them with the knowledge and skills to deal

with the application of ICTs to library and information services. It is also intended for use

by teachers of students in library schools and of personnel in library and information

centers. The Package has been developed by the UNESCO Asia and Pacific Regional

Office with funding from the Japanese Funds in Trust for Communication and

Information.

Rationale In 1961, Marion Harper Jr. wrote, “To manage a business well is to manage its future;

and to manage the future is to manage information.”1 Less than 25 years later, John

Naisbitt, in discussing the ten megatrends in his opinion were happening in the US, said

“None is more subtle, yet more explosive, I think than this first, the megashift from an

industrial to an information society.”2 According to Naisbitt, “In 1950, only 17 percent

of us worked in information jobs. Now more than 60 percent of us work with information

as programmers, teachers, clerks, secretaries, accountants, stock brokers, managers,

insurance people, bureaucrats, lawyers, bankers and technicians.” He groups librarians

among professional workers who “are almost all information workers…”3 Today, society

is in the “Information Age,” an age where information is power.

1 Harper, Marion Jr. 1961. “New profession to aid management,” Journal of Marketing, January, p. 1

2 John Naisbitt entitled Megatrends : Ten new directions transforming our lives (New York, N.Y. : Warner

Books, 1982), p11 3 Ibid, p. 14-15

EIPICT_M2_ST

5

Content of the Training Programme The Training Program contains nine modules:










The Student’s Text contains the following:



• Rationale


• Prerequisites




• Schedule

• Module Outline

• Grading Policy

• Lessons


• Reading/Reference List

• Glossary

Prerequisites The student must have a genuine interest in understanding the impact of new information

technologies on the practice of Library/Information Service.

Typographical Conventions The following conventions are used through out the module.

Course Guide

General introduction to the Modules

EIPICT_M2_ST

6

��

Course Objectives

General introduction to the learning outcomes of the Module

Note

General note to the teacher and additional information

Tip

Teaching tips and supplemental materials

Activity

Activity for the students

Assessment

Questions/Activities to measure learning

End of General Guidelines

EIPICT_M2_ST

7

Module 2


Student’s Text

Overview

This is the Student’s Text of Module 2 of Empowering Information

Professionals: A Training Programme on Information and

Communication Technology. Module 2 is an introduction to library

automation.

Module 2 covers the basic concepts of library automation, the impact of ICTs on the

library and the steps in automating your library. It is not a prerequisite to the other eight

modules. Prior knowledge could be credited but the student must take and pass all the

tests for Module 1 to be allowed to take this module.

�

Learning Outcomes

The goal of this Module is to provide the practicing librarian with the

skills and knowledge needed to handle the demands of the Information

Age. In addition, this course will provide insights on library automation

By the end of the Module, students should be able to:

1. Understand the scope of library automation.

2. Become aware of existing automated library/information systems.

3. Become aware of factors that must be considered in planning and implementing ICT

applications in libraries and information centers.

Schedule Day Lessons

1-2 Lesson 1: What is library automation?

3-4 Lesson 2. What factors must be considered in planning and implementing

library automation?

EIPICT_M2_ST

8

Outline Lesson 1. What is Library Automation?

Scope


• What are the benefits and difficulties of

library automation?

• What is an integrated library system?

• What are the general features and


library system?

• What are some examples of ALS?

• What is the role of standards in library

automation and resource sharing?

Objectives

At the end of the lesson, students should be

able to:


• Identify the benefits and difficulties of

library automation.

• Define integrated library systems.

• Describe the general features and basic


library system.

• Identify some off-the-shelf and open

source ALS.

• Understand the role of standards in

library automation and resource

sharing.

Lesson 2. What factors must be considered in planning and implementing Library

Automation?

Scope

• What factors must be considered in

planning for library automation?

• What factors must be considered in

planning and implementing library

automation?

• What are the difficulties in

implementing an integrated library

system?

Objectives

At the end of this lesson, students should

be able to:

• Appreciate the importance of planning.

• Identify factors that must be considered

in planning and implementing library

automation.

• Identify potential problems in planning

and implementing library automation.

Grading Policy A score of 40 points is needed to pass the Module. The breakdown of the points for the

module exercises is as follows:

Lessons Points

1. What is Library Automation? 30

2. What factors must be considered in planning and implementing library

automation.

20

Total 50

End of Overview Module 2

EIPICT_M2_ST

9

Module 2


Student’s Text

The Lessons

Lesson 1: What is Library Automation?

Lesson 2: What Factors must be considered in Planning and

implementing Library Automation?

EIPICT_M2_ST

10

Lesson 1: What Is Library Automation? Slide 1



Lesson 1

What is Library Automation?

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Slide 2


Rationale

ICTs have changed the way information is

created and distributed. They have also

changed the way libraries select, acquire,

organize and deliver information. Librarians

must adapt to this change and acquire skill in

using automated library systems. This lesson

will introduce the information professional to

library automation.

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Slide 3


Scope

� Library Automation

� Automated/integrated library systems

� Standards

o MARC

o Z39.50

� Online public access catalog (OPAC)/WebOPAC

� Available ALS/ILS

� Benefits of library automation

� Potential difficulties in implementing library

automation

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EIPICT_M2_ST

11

Slide 4


Learning Outcomes

By the end of the lesson you should be able to:� Define library automation

� Define an automated/integrated library system and identify its general features

� Be aware of standards

o MARC

o Z39.50?

� Define an online public access catalog/Web catalog

� Be aware of available ALS/ILS

� Identify the benefits of library automation

� Identify potential difficulties in implementing library automation

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Slide 5



Library automation is the

application of ICTs to library operations

and services. The functions that may be

automated are any or all of the following:

acquisition, cataloging, public access

(OPAC and WebPAC), indexing and

abstracting, circulation, serials


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Slide 6


What is an Integrated Library System (ILS)?

An integrated library system is an

automated library system in which all of the

functional modules share a common

bibliographic database. In an integrated

system, there is only one bibliographic record

for a book. All transactions involving this book

are linked to its bibliographic record. For a

discussion of ILS go to:

www.odl.state.ok.us/servlibs/l-files/glossi.htm

en.wikipedia.org/wiki/Integrated_library_system

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EIPICT_M2_ST

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Slide 7


What are the Advantages of an ILS?

� There is no duplication of records since the bibliographic database can be viewed before new records are encoded.

� Opportunities for errors are reduced since the record is entered only once.

� Library staff and patrons can view the status of the material from the OPAC or WebPAC.

� Library staff use the same masterfile for cataloguing, circulation, the OPAC and other services as needed.

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Slide 8


What are the General Features of an ILS?� Functional modules-- most systems offer:

cataloguing, OPAC and circulation. Some ILS also

have additional modules such as acquisitions,

serials management and WebPAC.

� Operating systems—Some systems have

proprietary OS. Most systems use Windows. Some

use LINUX, an open source OS.

� Database systems – major systems normally make

use of DBMS offered by vendors like Oracle and

Informix. Open source systems are also available

and downloadable from the Internet.

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Slide 9


What are the General Features of an ILS?(2)

� Library automation standards

o Database structure—MARC21

o Protocol—Z39.50

o Search features

� Network architecture – major systems run on client-server architecture and use TCP-IP to communicate across networks (LANs and WANs)

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EIPICT_M2_ST

13

Slide 10


The Cataloging Module

� Used for the creation, storage, retrieval and

management of bibliographic records and/or

indexes.

� Usually there are two different interfaces for search

and retrieval of the electronic catalog : one used by

the catalogers that allows them to maintain the

library database (the main cataloging module), and

one provided for users that allows them to search

and display the results – the Online Public Access

Catalog (OPAC).

� A third interface for search and retrieval of the

catalog which may or may not be present in some

systems is the WebPAC

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Slide 11


What is MARC?

� The Machine-Readable Cataloging (MARC)

formats are standards used for the

representation of bibliographic and related

information for books and other library

materials in machine-readable form and their

communication to and from other computers.

� MARC 21 is the new standard for MARC. For

more information about the MARC 21

standard visit the following site:


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Slide 12


What is the Importance of MARC?The MARC format allows libraries to:

� Describe resources in the format that will enable the library to correctly print, display, catalog records.

� Search for and retrieve certain types of information within specific fields

� Have a common format that makes sharing bibliographic resources with other libraries possible

� Easily migrate into another library system without need for re-encoding records.

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EIPICT_M2_ST

14

Slide 13


What is Z39.50?� Z39.50 is generally defined as the

information search and retrieval protocol standard used primarily by library and information related systems.

� The standard specifies a client/server-based protocol for searching and retrieving information from remote databases simultaneously using a single interface.

� Read more about Z39.50 by reading this article: “Z39.50. Part 1 - An Overview,” from Biblio Tech Review at

http://www.bibliotech.com/html/z39_50.html

http://www.loc.gov/z3950

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Slide 14


Why are Standards Necessary?

Standards are necessary for networking and

for information exchange. For example:

� MARC 21 and Z39.50 allow searching,

retrieval and exchange of records across

platforms

� Unicode allows encoding, searching and

retrieval of information in different scripts.

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Slide 15


The Online Public Access Catalog (OPAC)

� The OPAC is an electronic catalog. It

is the equivalent of the card catalog

but it is searchable online.

� The OPAC could also be Web based

called a WebPAC. The WebPAC is

used by libraries to share bibliographic

information

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EIPICT_M2_ST

15

Slide 16


The Circulation Module

� The basic components of an integrated

library system are the cataloguing module,

the OPAC and the circulation module.

� The circulation system is the transaction

module that allows the system to loan out

and receive returned materials. The

transactions are automatically linked to the

cataloguing module to enable users to find

out if materials are available for loan or

have been borrowed.

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Slide 17


What are the Other Modules in an ILS?

� The basic modules are cataloguing,

circulation and the OPAC

� Other modules which may be present are:

o Serials management

o Acquisitions

o Interlibrary loan

� For a discussion of ILS modules please go

to “Integrated Library System Reports:

Vendors info.” URL:


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Slide 18


LAN ServerCataloguing

Acquisition

Indexing and abstracting

Circulation

Reference

SerialsOPAC

Web Server

WebPAC

An Integrated Library System with Web Access

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EIPICT_M2_ST

16

Slide 19


Off-the-shelf or Customization?

� There are many commercial systems that

are available off-the-shelf. These systems

observe standards for ILS. However, the

needs of libraries are not always met by

these systems.

� There are also open-source systems that

can be downloaded from the Internet.

� Some are not open-source but are also free.

� Many libraries still develop their own ILS.

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Slide 20


Commercial Library Systems

Access the following sites to know more about

the integrated library systems available on

the market:

� AcqWeb's Guide to Automated Library Systems,

Library Software, Hardware and Consulting

Companies


� Integrated Library System Reports: Vendors info


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Slide 21


Open Source Library Systems

The open source model is a collaborative programming infrastructure that co-opts copyright law by freely releasing source code to the general public for any use, modification, and redistribution without licensing restrictions…(Open Source Initiative 2003)

Avanti

PYTHEAS (OSDLS)

Learning Access ILS

phpMyLibrary

GNUTeca

OpenBiblio

Firefly

Greenstone

Koha

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EIPICT_M2_ST

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Slide 22


Benefits of Library Automation

� Improved productivity/efficiency

� Better use of information resources through improved access

� Improved resource sharing through the virtual catalog or networko Facilitates interlibrary loan



� Optimizes the use of human and other resources

� Enhances the national and regional information infrastructure

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Slide 23


Benefits to Staff

� Development of new patterns of

communication among staff, especially

between computer services and library

staff

� Empowerment of the staff in making

decisions

� Acquisition of new skills and knowledge

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Slide 24


Potential Difficulties

� Fear of adverse impact on employment

� Apprehension that the technology could be too expensive

� The library staff have to undergo extensive training. New knowledge and skills are needed.

� Lack of support from the management, may be owing to budget constraints

� The need to convert data into machine readable form

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EIPICT_M2_ST

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Slide 25


Conclusion

� Benefits outweigh disadvantages

� ICTs are here to stay and society is

becoming an information society

demanding the use of ICTs to

improve access to information.

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End of Lesson 1 Module 2

EIPICT_M2_ST

19

Lesson 2. What Factors Must Be Considered in Planning and

Implementing Library Automation? Slide 1



Lesson 2

What Factors must be Considered in


Automation?

___________________________________

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___________________________________

Slide 2


Rationale

Library automation has many

benefits both for the users and the

staff. To be able to apply ICTs correctly

and minimize errors in implementation

it is important to carefully plan for

automation.

___________________________________

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___________________________________

___________________________________

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Slide 3


Scope


planning for and implementing library

automation?

� What are the advantages of planning?

� What is a Request for Proposal?

� What are the difficulties in implementing

an integrated library system?

� Should you consider using an open source

system?

___________________________________

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EIPICT_M2_ST

20

Slide 4


Learning Outcomes

At the end of this lesson, students should be able to:


� Identify factors that must be considered in planning and implementing library automation.

� Understand the importance of a Request for Proposal

� Evaluate the pros and cons of using open source systems.

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Slide 5


Library Automation Today

Today’s users expect the automated library system to provide access to the cataloguing, circulation, public catalog (OPAC) and acquisitions modules of the library and also to provide access through the system to information in other libraries, CD-ROM databases on a local area network (LAN), and the Internet.

___________________________________

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Slide 6



Acquisition


Circulation

Reference

Serials

OPAC

Web Server

WebPACof Library


Other libraries and databases

CD-ROM databases

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EIPICT_M2_ST

21

Slide 7


Why is Planning Necessary?

The Library must plan for library automation because

� It has to establish priorities based on need

� It has to determine the ICT competence and training needs of staff

� It must work within budget constraints

� It must be able to select the right software

� It must address future developments and needs

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Slide 8


What are the Basic Steps in Planning? (1)

Systems analysis phase

� Collect basic statistical information about the

library (# titles, #users, #catalog records,

#materials acquired annually, # materials

circulated annually, other)

� Find out status of the records (are all in

cards? are some in print? is data conversion

from digital format needed)

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Slide 9



Systems analysis (continued)

� Find out the status of the collection. (Are all

catalogued materials still useable and

used? Is an inventory needed?)

� Find out the ICT competence of the staff.

� Find out systems in use in your institution.

You might need to integrate with the

existing system)

� Budget constraints

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EIPICT_M2_ST

22

Slide 10



Systems design phase

� Set service priorities (What functions are

you going to automate first?)

� Develop a strategic development plan for

the library (not only for automation) with

the help of the staff

� Develop a technology plan based on the

overall goals of the library.

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Slide 11


Cost Considerations

� Planning and consulting costs

� Purchase of the system

� Telecommunications costs

� Conversion

� Operating and maintenance costs

� System upgrade

� Staff training and recruitment

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Slide 12


What are the Basic Steps in Implementation?

� Create a format specifications document (RFP) for vendors or ICT staff (If open source systems will be used)

� Evaluate vendor proposals/ open source systems against RFP)

� Select/purchase/develop the system

� Install

� Create databases

� Train staff and other users

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EIPICT_M2_ST

23

Slide 13


The RFP� Instructions for the vendor re submission of bid

� Background information about the library

� Evaluation criteria for the proposals/bids

� Required functional and technical specifications

� Description of the required functionalities

� Questions re vendor system maintenance programs and services, site preparation requirements, delivery and installation methodologies, system performance guarantee, vendor training and documentation, and their detailed pricing and cost strategies

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Slide 14


Considerations for Open Source Systems

� Staff readiness

� Staff knowledge and skill

� Development team

� Availability of Internet access

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Slide 15


User/Staff Readiness

� Readiness to accept change

� Training needs

� Training programs

� Participation in planning

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EIPICT_M2_ST

24

Slide 16


Database Creation

� Inventory and weeding

� Matching stock with records

� Manual/electronic conversion

� Catalog maintenance

� Consider standards for future networking

and record exchange

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Slide 17


Site Preparation

� Technology needs

o Hardware

o Software

o Network

� Staff and user training

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Slide 18


Marketing and Promotion

� Target audience

� Strategies

o Announcements

o Orientation

o Workshops

o Demos and presentations

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EIPICT_M2_ST

25

Slide 19


Potential Problems in Implementing Library Automation

� Lack of staff readiness

� Lack of user readiness


� Data conversion

� Hardware not arriving on time

� Telecommunications facilities not available

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Slide 20


Conclusion� Automation in libraries is desirable. It is however, a

complex project and needs to be carefully planned.

Planning ensures success and further

development.

� Automation is a means to an end and not the end

itself. Planning for automation must be part of the

strategic development plan of the library.

� Implementation of an ILS is a never ending

process. The future holds many new developments

that need to be addressed.

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End of Lesson 2 and Module 2

EIPICT_M2_ST

26

Module 2


Student’s Text

Appendix

Appendix 1: List of Activities

Appendix 2: Reading/Reference List

Appendix 3: Glossary

EIPICT_M2_ST

27

Appendix 1: List of Activities

Lesson 1

Module 2

Lesson 1

Activity 2.1.1


• www.itcompany.com/inforetriever/sys.htm

• www.librarysupportstaff.com/4automate.html

• en.wikipedia.org/wiki/Integrated_library_system

Module 2

Lesson 1

Activity 2.1.2

For more information about the MARC standard and UNIMARC visit the

following sites:

� http://lcweb.loc.gov/marc/marc.html

� http://www.ifla.org/VI/3/p1996-1/unimarc.htm

Module 2

Lesson 1

Activity 2.1.3

To know more about Z39.50 read the article “Z 39.50. Part 1 – An Overview”

in Biblio Tech Review: http://www.biblio-tech.com/html/z39_50.html

Module 2

Lesson 1

Activity 2.1.4

View some OPACs on the Web by visiting homepages of university libraries

and linking to their web catalogs. These pages may also be good sources of

MARC records.

To view a home grown WebOPAC visit: http://rizal.lib.admu.edu.ph

You can also view a consolidated catalog for three libraries at this site as well

as portions of the library catalog for the special collections.

To view a catalog running on an open source system go to:


Module 2

Activity 2.1.5

The basic modules are cataloguing, OPAC and circulation. To find out about

other modules go to:

http://www.itcompany.com/inforetriever/sys.htm







EIPICT_M2_ST

28

Lesson 1 • AcqWeb's Guide to Automated Library Systems, Library Software,



• Integrated Library System Reports: Vendors information.


Module 2

Lesson 1

Activity 2.1.6



Module 2

Lesson 1

Activity 2.1.7

Visit the following sites for descriptions of big and small systems.



Module 2

Lesson 1

Activity 2.1.8

Visit the following sites for descriptions and examples of open source systems

as well as of libraries using them.

• Koha: www.koha.org

• Oss4lib open source system for libraries. www.oss4lib.org

• To see an opac using open source. http://ccfls.org/catalog/search.html

• phpMyLibrary: http://www.phpmylibrary.org

• for a discussion go to Open Source Integrated Library Systems An


For the library system WEBLIS which is based on CDS/ISIS access.



Module 2

Lesson 1

Activity 2.1.9

• Visit the following sites for a discussion of the future of ILS.


• Visit the following site for a discussion of some issues in sharing integrated

library systems.






http://www.koha.org








EIPICT_M2_ST

29


Lesson 2

Module 2

Lesson 2

Activity2.2.1



http://www.documentorsconsultants.com/txtplan%20for%20automation.htm


Module 2

Lesson 2

Activity2.2.2

Visit the following sites for descriptions and evaluation of ILS.



Module 2

Lesson 2

Activity 2.2.3

Visit the following sites for sample RFPs.



Module 2

Lesson 2

Activity2.2.4

Visit the following sites to view and evaluate some open source systems.

www.oss4lib.org/readings/oss4lib-getting-started.php

www.emilda.org/

www.manageability.org/blog/stuff/how-to-evaluate-open-source-



Module 2

Activity 2.2.5

Visit the web site http://www.greenstone.org. for a description of Greenstone.



http://www.documentorsconsultants.com/txtplan%20for%20automation.htm













EIPICT_M2_ST

30

Lesson 2

End of Activities Module 2

EIPICT_M2_ST

31

Appendix 2: Reference/Reading List

Module 2

1. Cohn, J. M. & Kelsey, A. L. 1996. Planning for Automation and Use of

New Technology in Libraries.

http://web.simmons.edu/~chen/nit/NIT'96/96-065-Cohn.html

2. Harrassowitz. Electronic Journals: A Selected Resource Guide.


3. IFLA. 1996. Universal Bibliographic Control and International MARC

Core Programme. http://www.ifla.org/VI/3/p1996-1/unimarc.htm

4. Integrated Library System Reports. Sample Request for Proposals (RFPs)

and Request for Information (RFIs) for library automation projects.




6. Kirby, C. & Wagner, A. The Ideal Procurement Process: The Vendor's

Perspective. http://www.ilsr.com/vendor.htm

7. Library of Congress. MARC Standards.


8. Library of Congress. Z39.50 Gateway to Library Catalogs.


9. Library of Congress. Z39.50 Maintenance Agency Page.

http://www.loc.gov/z3950/agency/

10. McNamara, C. Strategic Planning.


11. McNamara, C. Basic Overview of Various Strategic Planning Models.


12. Millard, M. Tips and Hints on Library Automation and Automated Library

Systems. http://www.ilsr.com/hints.htm

13. National School Boards Foundation. Education Leadership Toolkit.

Planning: Creating a Vision. http://www.nsba.org/sbot/toolkit/cav.html

13. Planning and Evaluating Library Automation Systems.


14. Sample RFP. Library HQ. http://www.libraryhq.com/rfp.doc

15. SUNY Library Automation Migration RFP. State University of New York.

Integrated Library Management System. Request for Proposals.


16. Swets & Zeitlinger Swetsnet . http://www.swetsnet.com

17. University of Arizona Library. Vision & Mission Statements.


18. University of Illinois Library. Strategic Plan. FY2001-FY2003.

http://www.library.uiuc.edu/committe/strategicplanning/reports/jan00report

.htm

19. University of Wisconsin Madison. Proposal Writing: Internet Resources.


20. Wisconsin Department of Public Instruction. Public Library Department.

Library Technology Planning: An Outline of the Process.

http://web.simmons.edu/~chen/nit/NIT





http://www.ilsr.com/vendor.htm



http://www.loc.gov/z3950/agency



http://www.ilsr.com/hints.htm

http://www.nsba.org/sbot/toolkit/cav.html


http://www.libraryhq.com/rfp.doc


http://www.swetsnet.com


http://www.library.uiuc.edu/committe/strategicplanning/reports/jan00report


EIPICT_M2_ST

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21. Z39.50. Part 1 - An Overview. Biblio Tech Review. http://www.biblio-


Other references are provided in the activities

End of Reference/Reading List Module 2

http://www.biblio-tech.32



EIPICT_M2_ST

33

Appendix 3: Glossary

Module 2

1. Acquisition Section. The section in the library that is concerned with

selecting, ordering, receiving and paying for library materials.

2. Automated library system (ALS). An automated library system is

software that has been developed to handle basic housekeeping functions of

a library. The software may be focused on one library system only or may

be capable of manipulating data from two or three modules to perform

another basic function.

3. Barcode number. A representation of a number by means of a code, which

uses vertical lines.

4. Bibliographic database. A collection of bibliographic records that are

stored in a database for easy retrieval.

5. Carpal tunnel syndrome. An ailment characterized by painful wrists

because of inflammation of the joints between the carpal bones. It is

usually caused by repetitive action such as typing on a computer keyboard.

It is one of the ailments known as repetitive strain injury.

6. Cataloging. The process of describing a book using conventions and

standards such as AACR2 and the Library of Congress Classification

Scheme and Subject Heading Lists. Other standards are available and may

be in use in other countries.

7. CDS/ISIS. A powerful information storage and retrieval software

developed by UNESCO. It is distributed free of charge to libraries in

developing countries. The latest version of the software is Windows ISIS.

8. Circulation section. The section in the library that is in charge of lending

books and other materials to users.

9. Copy cataloging. The process of copying catalog entries from other

libraries and adapting them to one's own library. In an electronic

environment, the transfer of records and importation into the library system

is effected by the Z39.50 protocol.

10. Data conversion. The processes of converting data stored in catalog card

into electronic format. It can also mean the processes of converting

electronic records from one format to another.

11. Database. A collection of related files.

12. Electronic catalogs. Catalogs of books, serials, and other library

materials that are online and could be access online. They are popularly

known as OPACs.

13. Electronic indexes. They are similar to catalogs but the records are for

articles from serial publications.

14. Faculty number. A borrower's number assigned to a faculty member. It

is usually his/her employee number.

15. Feasibility study. A document that contains the results of a systems

study, the proposed solutions and financial requirements to implement the

project.

16. Goals. Long-term aims of an institution that are aligned with its mission.

17. Home page. The index or main page that accompanies a Web site.

EIPICT_M2_ST

34

18. Indexing. The process of describing an article and providing it with a

link to the source for purposes of identifying articles and retrieving them.

19. Information networking. The interconnectivity of computers to share

information and other resources.

20. Information storage and retrieval software. A program designed to

store and retrieve information. An example is CDS/ISIS.

21. In-house. Library management or information storage and retrieval

software that is developed by an institution using its own staff and other

resources.

22. Integrated library systems (ILS). An automated library system that is

capable of managing the operations of more than one basic library

functions by sharing the files in the server to perform them. For example,

data from the book catalog master file and the patron master file can be

retrieved and used in the circulation module to perform the circulation

function of the ILS.

23. Interlibrary loan. One of the functions of a library that is a member of a

consortium or network, where materials are loaned to member libraries.

24. Item number. The number assigned to a library document. It may or

may not be the same as the accession number or the bar code number.

25. Library automation. A generic term used to refer to the application of

computers in libraries to automate operations.

26. Library management system. See ALS or ILS.

27. Library networks. The formal organization among libraries that have

agreed to share resources. They may or may not be connected together

electronically.

28. Library software developers. Programmers or groups that develop

automation software for libraries.

29. Library staff. The non-professional personnel of a library.

30. Library system. Software for automating the functions of a library.

31. Library user. The patron, client or user of a library.

32. Local area network. An interconnected group of computers located

inside a room or building.

33. MARC records. The Machine-Readable Cataloging (MARC) formats

are standards for the representation of bibliographic and related

information for books and other library materials in machine-readable

form and their communication to and from other computers.

34. Off-the shelf systems. Ready made commercial ILS packages.

35. OPAC. Online public access catalog that is used to access and retrieve

information about the holdings of a library. It may or may not contain full

text and/ or multimedia and may or may not be connected to the Internet.

36. Reference Section. The section in the library in charge of assisting users

in the conduct of their research. They may also take care of interlibrary

loan requests and document delivery services.

37. Request for proposal. A request for proposal (RFP) is a formal request

for a bid from suppliers of library systems. The RFP is a comprehensive

document that provides the vendor with the outline, purpose, scope,

EIPICT_M2_ST

35

description, minimum requirements, etc, for the system.

38. Security system. The system of providing checks against theft of library

materials. They are usually gates that have electromagnetic detectors and

produce sounds when the materials passing through the magnetic field

have not been properly checked out.

39. Self check-in system. The process of returning materials without the

assistance of the library staff.

40. Self-check out system. The process of borrowing library materials

without the assistance of the library staff.

41. Serials management. The function concerned with the monitoring of

serials acquisitions.

42. Software packages. Programs which are available off-the-shelf.

43. Strategic planning. The process of solving problems in an organized and

logical manner. It is usually not long term but top priority.

44. Systems analysis and design. The process of studying the system and

designing solutions for it.

45. Systems study. Collection of data about the library's operations,

facilities, collection, procedures, staff expertise, etc. In general, the

assessment involves gathering information about user needs and wants

and matching these with what the library can presently offer.

46. Systems requirement study. Specifications for the system based on the

systems study. It is also called systems design.

47. Technology plan. A technology plan is the document that puts the

vision, goals, and objectives in writing. It is an overall plan for all the

technology components of a project. It includes the specifications for

your system requirements, financial estimates, the action plan and the

timetable for the project.

48. Turnkey systems. Turnkey means that the package is ready to use, data

has been converted, and the hardware and network have been installed by

the supplier.

49. UNIMARC. The common MARC format.

50. Vision. A vision is a dream. It is a vivid picture of what you would like

your library to become in the near future. It is based on the mission of

your library, the needs of your users and on the trends in library service.

A vision provides direction and a philosophy for the library.

51. WebOPAC. The online public access catalog that is accessible via the

Internet.

52. Z39.50 standard. The protocol observed in importing and exporting

catalog records through the Internet.

CONGRATULATIONS! YOU HAVE JUST FINISHED MODULE 2



Lesson 1



Rationale

ICTs have changed the way information is

created and distributed. They have also

changed the way libraries select, acquire,

organize and deliver information. Librarians

must adapt to this change and acquire skill in

using automated library systems. This lesson

will introduce the information professional to

library automation.


Scope

� Library Automation

� Automated/integrated library systems

� Standards

o MARC

o Z39.50

� Online public access catalog (OPAC)/WebOPAC

� Available ALS/ILS

� Benefits of library automation

� Potential difficulties in implementing library

automation


Learning Outcomes

By the end of the lesson you should be able to:� Define library automation

� Define an automated/integrated library system and identify its general features

� Be aware of standards

o MARC

o Z39.50?

� Define an online public access catalog/Web catalog

� Be aware of available ALS/ILS

� Identify the benefits of library automation

� Identify potential difficulties in implementing library automation



Library automation is the

application of ICTs to library operations

and services. The functions that may be

automated are any or all of the following:

acquisition, cataloging, public access

(OPAC and WebPAC), indexing and

abstracting, circulation, serials



What is an Integrated Library System (ILS)?

An integrated library system is an

automated library system in which all of the

functional modules share a common

bibliographic database. In an integrated

system, there is only one bibliographic record

for a book. All transactions involving this book

are linked to its bibliographic record. For a

discussion of ILS go to:

www.odl.state.ok.us/servlibs/l-files/glossi.htm

en.wikipedia.org/wiki/Integrated_library_system












What are the Advantages of an ILS?

� There is no duplication of records since the bibliographic database can be viewed before new records are encoded.

� Opportunities for errors are reduced since the record is entered only once.

� Library staff and patrons can view the status of the material from the OPAC or WebPAC.

� Library staff use the same masterfile for cataloguing, circulation, the OPAC and other services as needed.


What are the General Features of an ILS?� Functional modules-- most systems offer:

cataloguing, OPAC and circulation. Some ILS also

have additional modules such as acquisitions,

serials management and WebPAC.

� Operating systems—Some systems have

proprietary OS. Most systems use Windows. Some

use LINUX, an open source OS.

� Database systems – major systems normally make

use of DBMS offered by vendors like Oracle and

Informix. Open source systems are also available

and downloadable from the Internet.


What are the General Features of an ILS?(2)

� Library automation standards

o Database structure—MARC21

o Protocol—Z39.50

o Search features

� Network architecture – major systems run on client-server architecture and use TCP-IP to communicate across networks (LANs and WANs)


The Cataloging Module

� Used for the creation, storage, retrieval and

management of bibliographic records and/or

indexes.

� Usually there are two different interfaces for search

and retrieval of the electronic catalog : one used by

the catalogers that allows them to maintain the

library database (the main cataloging module), and

one provided for users that allows them to search

and display the results – the Online Public Access

Catalog (OPAC).

� A third interface for search and retrieval of the

catalog which may or may not be present in some

systems is the WebPAC


What is MARC?

� The Machine-Readable Cataloging (MARC)

formats are standards used for the

representation of bibliographic and related

information for books and other library

materials in machine-readable form and their

communication to and from other computers.

� MARC 21 is the new standard for MARC. For

more information about the MARC 21

standard visit the following site:










What is the Importance of MARC?The MARC format allows libraries to:

� Describe resources in the format that will enable the library to correctly print, display, catalog records.

� Search for and retrieve certain types of information within specific fields

� Have a common format that makes sharing bibliographic resources with other libraries possible

� Easily migrate into another library system without need for re-encoding records.


What is Z39.50?� Z39.50 is generally defined as the

information search and retrieval protocol standard used primarily by library and information related systems.

� The standard specifies a client/server-based protocol for searching and retrieving information from remote databases simultaneously using a single interface.

� Read more about Z39.50 by reading this article: “Z39.50. Part 1 - An Overview,” from Biblio Tech Review at

















Why are Standards Necessary?

Standards are necessary for networking and

for information exchange. For example:

� MARC 21 and Z39.50 allow searching,

retrieval and exchange of records across

platforms

� Unicode allows encoding, searching and

retrieval of information in different scripts.


The Online Public Access Catalog (OPAC)

� The OPAC is an electronic catalog. It

is the equivalent of the card catalog

but it is searchable online.

� The OPAC could also be Web based

called a WebPAC. The WebPAC is

used by libraries to share bibliographic

information


The Circulation Module

� The basic components of an integrated

library system are the cataloguing module,

the OPAC and the circulation module.

� The circulation system is the transaction

module that allows the system to loan out

and receive returned materials. The

transactions are automatically linked to the

cataloguing module to enable users to find

out if materials are available for loan or

have been borrowed.


What are the Other Modules in an ILS?

� The basic modules are cataloguing,

circulation and the OPAC

� Other modules which may be present are:

o Serials management

o Acquisitions

o Interlibrary loan

� For a discussion of ILS modules please go

to “Integrated Library System Reports:

Vendors info.” URL:










Acquisition


Circulation

Reference

SerialsOPAC

Web Server

WebPAC



Off-the-shelf or Customization? � There are many commercial systems that

are available off-the-shelf. These systems

observe standards for ILS. However, the

needs of libraries are not always met by

these systems.

� There are also open-source systems that

can be downloaded from the Internet.

� Some are not open-source but are also free.

� Many libraries still develop their own ILS.


Commercial Library Systems

Access the following sites to know more about

the integrated library systems available on

the market:

� AcqWeb's Guide to Automated Library Systems,

Library Software, Hardware and Consulting

Companies


� Integrated Library System Reports: Vendors info

















Open Source Library Systems

The open source model is a collaborative programming infrastructure that co-opts copyright law by freely releasing source code to the general public for any use, modification, and redistribution without licensing restrictions…(Open Source Initiative 2003)

Avanti

PYTHEAS (OSDLS)

Learning Access ILS

phpMyLibrary

GNUTeca

OpenBiblio

Firefly

Greenstone

Koha


Benefits of Library Automation� Improved productivity/efficiency

� Better use of information resources through improved access

� Improved resource sharing through the virtual catalog or networko Facilitates interlibrary loan



� Optimizes the use of human and other resources

� Enhances the national and regional information infrastructure


Benefits to Staff

� Development of new patterns of

communication among staff, especially

between computer services and library

staff

� Empowerment of the staff in making

decisions

� Acquisition of new skills and knowledge


Potential Difficulties

� Fear of adverse impact on employment

� Apprehension that the technology could be too expensive

� The library staff have to undergo extensive training. New knowledge and skills are needed.

� Lack of support from the management, may be owing to budget constraints

� The need to convert data into machine readable form


Conclusion

� Benefits outweigh disadvantages

� ICTs are here to stay and society is

becoming an information society

demanding the use of ICTs to

improve access to information.



Lesson 2

What Factors must be Considered in


Automation?


Rationale

Library automation has many

benefits both for the users and the

staff. To be able to apply ICTs correctly

and minimize errors in implementation

it is important to carefully plan for

automation.


Scope


planning for and implementing library

automation?

� What are the advantages of planning?

� What is a Request for Proposal?

� What are the difficulties in implementing

an integrated library system?

� Should you consider using an open source

system?


Learning Outcomes

At the end of this lesson, students should be able to:


� Identify factors that must be considered in planning and implementing library automation.

� Understand the importance of a Request for Proposal

� Evaluate the pros and cons of using open source systems.


Library Automation Today

Today’s users expect the automated library system to provide access to the cataloguing, circulation, public catalog (OPAC) and acquisitions modules of the library and also to provide access through the system to information in other libraries, CD-ROM databases on a local area network (LAN), and the Internet.



Acquisition


Circulation

Reference

Serials

OPAC

Web Server

WebPACof Library


Other libraries and databases

CD-ROM databases


Why is Planning Necessary?

The Library must plan for library automation because

� It has to establish priorities based on need

� It has to determine the ICT competence and training needs of staff

� It must work within budget constraints

� It must be able to select the right software

� It must address future developments and needs



Systems analysis phase

� Collect basic statistical information about the

library (# titles, #users, #catalog records,

#materials acquired annually, # materials

circulated annually, other)

� Find out status of the records (are all in

cards? are some in print? is data conversion

from digital format needed)


What are the Basic Steps in Planning? (2)Systems analysis (continued)

� Find out the status of the collection. (Are all

catalogued materials still useable and

used? Is an inventory needed?)

� Find out the ICT competence of the staff.

� Find out systems in use in your institution.

You might need to integrate with the

existing system)

� Budget constraints



Systems design phase

� Set service priorities (What functions are

you going to automate first?)

� Develop a strategic development plan for

the library (not only for automation) with

the help of the staff

� Develop a technology plan based on the

overall goals of the library.


Cost Considerations

� Planning and consulting costs

� Purchase of the system

� Telecommunications costs

� Conversion


� System upgrade

� Staff training and recruitment


What are the Basic Steps in Implementation?

� Create a format specifications document (RFP) for vendors or ICT staff (If open source systems will be used)

� Evaluate vendor proposals/ open source systems against RFP)

� Select/purchase/develop the system

� Install

� Create databases

� Train staff and other users


The RFP� Instructions for the vendor re submission of bid

� Background information about the library

� Evaluation criteria for the proposals/bids

� Required functional and technical specifications

� Description of the required functionalities

� Questions re vendor system maintenance programs and services, site preparation requirements, delivery and installation methodologies, system performance guarantee, vendor training and documentation, and their detailed pricing and cost strategies


Considerations for Open Source Systems

� Staff readiness

� Staff knowledge and skill

� Development team

� Availability of Internet access


User/Staff Readiness

� Readiness to accept change

� Training needs

� Training programs

� Participation in planning


Database Creation

� Inventory and weeding

� Matching stock with records

� Manual/electronic conversion

� Catalog maintenance

� Consider standards for future networking

and record exchange


Site Preparation

� Technology needs

o Hardware

o Software

o Network

� Staff and user training


Marketing and Promotion

� Target audience

� Strategies

o Announcements

o Orientation

o Workshops

o Demos and presentations


Potential Problems in Implementing Library Automation

� Lack of staff readiness

� Lack of user readiness


� Data conversion

� Hardware not arriving on time

� Telecommunications facilities not available


Conclusion� Automation in libraries is desirable. It is however, a

complex project and needs to be carefully planned.

Planning ensures success and further

development.

� Automation is a means to an end and not the end

itself. Planning for automation must be part of the

strategic development plan of the library.

� Implementation of an ILS is a never ending

process. The future holds many new developments

that need to be addressed.

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